OCCC Board Policies

Chapter Three: General Institution

300 Chief Executive Officer

300 – Chief Executive Officer

Approved by Board of Education: 10/15/2014

The President is the College’s chief executive officer and has, under the Board’s direction, general supervision of all programs, personnel and activities of the College. The President is responsible for managing the College under the Board’s policies and is accountable to the Board for that management.

The President may delegate to other personnel the exercise of any powers and the discharge of any duties imposed upon the President by these policies. Delegation of power or duty, however, will not relieve the President of responsibility for action taken under such delegation.

301 Non-Discrimination Assurances

301 – Non-Discrimination Assurances

Adopted: 02/28/2018

The College prohibits unlawful discrimination based on race, color, religion, national origin, sex, marital status, disability, veteran status, age, sexual orientation, or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy and interfering with rights or privileges granted under anti-discrimination laws. In addition, the College complies with applicable provisions of the Civil Rights Act of 1964 (as amended), related Executive Orders 11246 and 11375, Title IX of the Education Amendments Act of 1972, Section 504 of the Rehabilitation Act of 1973, Americans with Disabilities Act of 1990 (as amended), Uniformed Services Employment and Reemployment Rights Act (“USERRA’), and all local and state civil rights laws. Under this policy, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of this policy and other College efforts designed for that purpose.

302 Compliance Assurances

302 – Compliance Assurances

Approved by the Board of Education: 06/19/2019

The college adheres to and complies with all applicable standards, regulations, reporting requirements, policies, and processes of the Northwest Commission on Colleges and Universities (NWCCU), other special accrediting bodies for specific College programs, the Oregon Higher Education Coordinating Commission (HECC), the Higher Education Act (HEA) as updated, the Federal Clery Act, and all applicable federal and state laws.

In addition to adherence to the regulations and provisions above, the College will maintain compliance with all policies, processes, procedures, and regulatory and reporting requirements stipulated by Title IV of the Higher Education Act as required for Federal Financial Aid eligibility.

The President will ensure the adherence to and compliance with all related and applicable operating, reporting, and regulatory requirements as stipulated by NWCCU and other specialized accrediting bodies, the Oregon HECC, the federal Higher Education and Clery Acts, Title IV of the Higher Education Act, and federal and state laws.  The President will ensure the development and maintenance of all policies, processes, and procedures necessary to comply with said requirements.

3100 Organizational Structure

3100 – Organizational Structure

Adopted: 9/18/2019
References:  NWCCU Standard 2. A. 9                                                                           

The President shall establish organizational charts that delineate the lines of responsibility and fix the general duties of employees within the College. Organizational charts will be updated at least biannually and be publicly accessible.

3200 Accreditation

3200 – Accreditation

Adopted: 9/18/2019
References:  NWCCU Standards 2.A.3 and 2. A.25
The President shall ensure the College complies with the accreditation process and standards of the Northwest Commission on Colleges and Universities (NWCCU) and of other College programs that seek special accreditation.

The President shall keep the Board of Education informed of approved accrediting organizations and the status of accreditation. The President shall ensure that the Board of Education is involved in any accreditation process in which Board of Education participation is required.

The President shall provide the Board of Education with a summary of any accreditation reports and any actions taken or to be taken in response to recommendations in an accreditation report.

3225 Institutional Effectiveness

3225 – Institutional Effectiveness

Adopted: 9/18/2019
References: NWCCU Standards 2.A.21, 4.A, 4.B, 5.A, and 5. B                                  

The Board of Education is committed to developing goals that measure the ongoing condition of the College’s operational environment and progress towards student success outcomes. The Board of Education regularly assesses the College’s institutional effectiveness.

3250 Institutional Planning

3250 – Institutional Planning

References:  NWCCU Standards 2.G.3, 2.G.7, 2.G.8, 3.A, and 3.B
The President shall ensure that Oregon Coast Community College has and implements a broad-based comprehensive, systematic, and integrated system of planning that involves appropriate segments of the college community and is supported by institutional effectiveness research.

The planning system shall include plans required by law, including, but not limited to:

  • Mission
  • Core Themes and Outcomes
  • Strategic
  • Budget
  • Programs and Enrollment
  • Facilities
  • Emergency Planning
  • Technology

The President shall ensure the Board of Education has an opportunity to assist in developing the general institutional mission and goals for the comprehensive plans, and that the Board of Education participates in budget planning per Oregon Budget law.

The President shall inform the Board of Education about the status of planning for other plans, and when plans are finalized.  The Board of Education may direct the President to request prior Board approval of these other plans.

3280 Grants

3280 – Grants

Adopted: 9/18/2019
References: There are no Oregon statutory requirements.                                        

The Board of Education will be informed at least quarterly about grant applications above $15,000 and whether those grants were received by the College. The authority to determine what grant applications are made resides with the President. The President shall establish procedures to assure timely application and processing of grant applications and funds, and that the grants that are applied for directly support the purposes of the Oregon Coast Community College.

3300 Public Records

3300 – Public Records

Adopted: 9/19/2019
References:  NWCCU Standard 2.D.7; ORS 192.311- 192.478                                    

The President shall ensure that procedures are established for records management, including access by the public, that comply with the requirements of the state’s open meeting and public records access laws.

3310 Records Retention and Destruction

3310 – Records Retention and Destruction

Adopted: 9/18/2019

Federal Rules of Civil Procedure, Rules 16, 26, 33, 34, 37, and 45;      
NWCCU Standards 2.A.20 and 2.D.7;
ORS 192.005 – ORS 192.170;
OAR 166-450-0000 – OAR 166-450-0125

The President shall ensure the establishment of administrative procedures to assure the appropriate retention and destruction of all Oregon Coast Community College records—including electronically stored information as defined by the Federal Rules of Civil Procedure and Oregon law.  Such records shall include, but not be limited to student records, employment records, and financial records

3430 Prohibition of Harassment

3430 Prohibition of Harassment

Adopted: January 15, 2020

Title VII of the Civil Rights Act of 1964, 42 U.S. Code Section 2000e-2
Age Discrimination in Employment Act of 1967 (ADEA);
Americans with Disabilities Act of 1990 (ADA);
29 Code of Federal Regulations Part 1604.11 – Sexual Harassment Title IX of the Education Amendments of 1972
20 U.S. Code Sections 1681, et seq.;
34 Code of Federal Regulations Parts 106.1 et seq.
ORS 659A

All forms of harassment are contrary to basic standards of conduct between individuals and are prohibited by state and federal law, as well as this policy, and will not be tolerated.

The College is committed to providing an academic and work environment that respects the dignity of individuals and groups. The Oregon Coast Community College shall be free of all forms of unlawful harassment. Harassment is unlawful if it is based on any of the following statuses: race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability, or genetic information.

The Oregon Coast Community College seeks to foster an environment in which employees, students, and other members of the campus community feel free to report incidents of harassment without fear of retaliation or reprisal. Therefore, the College also strictly prohibits retaliation against any individual for filing a complaint of harassment or for participating in a harassment investigation. Such conduct is illegal and constitutes a violation of this policy. All allegations of retaliation will be swiftly and thoroughly investigated. If the College determines that retaliation has occurred, it will take all reasonable steps within its power to stop such conduct. Individuals who engage in retaliatory conduct are subject to disciplinary action, up to and including termination or expulsion.

Any student, employee, or other member of the campus community who believes that he/she has been harassed or retaliated against in violation of this policy should immediately report such incidents following the procedures described in the Complaint,Feedback and Appeals section of the College website. Supervisors are mandated to report to Human Resources and the President all incidents of harassment and retaliation that come to their attention.

This policy applies to all aspects of the academic environment, including but not limited to classroom conditions, grades, academic standing, employment opportunities, scholarships, recommendations, disciplinary actions, and participation in any community college activity. In addition, this policy applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, evaluation, disciplinary action, layoff, recall, transfer, leave of absence, training opportunities and compensation.

To this end the President shall ensure that the institution undertakes education and training activities to counter discrimination and to prevent, minimize, or eliminate any hostile environment that impairs access to equal education opportunity or impacts the terms and conditions of employment.

The President shall establish procedures that define harassment on campus. The President shall further establish procedures for employees and students, and other members of the campus community that provide for the investigation and resolution of complaints regarding harassment and discrimination, and procedures for students to resolve complaints of harassment and discrimination. All participants are protected from retaliatory acts by the College its employees, students, and agents.

This policy and related written procedures (including the procedure for making complaints) shall be widely published and publicized to students and employees, particularly when they are new to the institution. They shall be available for students and employees in all administrative offices. Employees who violate the policy and procedures may be subject to disciplinary action up to and including termination. Students who violate this policy and related procedures may be subject to disciplinary measures up to and including expulsion.

3500 Campus Safety

3500 – Campus Safety

Adopted: 9/18/2019
References: NWCCU Standard 2. D. 2 

The Board of Education is committed to a safe and secure work and learning environment.  To that end, the President will ensure the development and maintenance of a plan(s) specifying procedures to be used in emergencies including, but not limited to natural disasters, fire, illness or injury of a student or staff member. The President will ensure community and county agencies are consulted in developing this plan. Safety plans will be widely available to students and other members of the campus community.

3501 Campus Security and Access

3501 – Campus Security and Access

Adopted: 9/18/2019
34 Code of Federal Regulations Part 668.46(b)(3);                              
NWCCU Standard 2.G.1; ORS 341.290(4)

The President shall establish procedures for security and hours of access to Oregon Coast Community College facilities.


3505 Emergency Response Plan

3505 – Emergency Response Plan

Approved by Board of Education:       1/15/2020

References:  Homeland Security Act of 2002;
National Fire Protection Association 1600;
Homeland Security Presidential Directive-5;
34 Code of Federal Regulations Part 668.46(g);
NWCCU Standard 3.A.5

The College shall have emergency response and evacuation procedures for notifying the campus community in the event of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees occurring on the campus.

The President shall establish procedures that ensure that the College implements a plan to be activated in the event of an emergency or the occurrence of a natural disaster or hazardous condition. This plan must comply with the National Incident Management System (NIMS), incorporating the functions and principles of the Incident Command System (ICS), Multiagency Coordination System (MCS) and Public Information Systems, the relevant state emergency management response plan, and any other relevant programs.  The plan must incorporate NIMS and the state emergency management response plan to facilitate the coordination between and among agencies in the event of an emergency or natural disaster. Compliance with NIMS and any state mandates include but are not limited to:

  • Formation of a team to carry out compliance with NIMS and applicable state mandates
  • Establishing disaster preparedness procedures or a plan; and
  • Completion of training sessions by college personnel in compliance with NIMS and state guidelines. Training requirements vary based on job titles or assigned roles within the emergency plan

The plan should contain information regarding activation and chain of command responsibilities.  Compliance with NIMS mandates requires planning and incorporation for all phases of emergency management including mitigation and prevention, preparedness, response and recovery.  The College must ensure that its plan is updated regularly.  Colleges must comply with NIMS and state requirements to receive federal or state funding.

3515 Reporting of Crimes

3515 – Reporting of Crimes

Adopted: 9/18/2019
Jeanne Clery Disclosure of Campus Security Policy                            
and Campus Crime Statistics Act of 1998;
34 Code of Federal Regulations Parts 99.31(a) (13), (14) and 668.46(b);
Campus Security Act of 1990;
NWCCU Standard 2.D.2

The President shall ensure an annual “Clery Act” report is prepared of applicable crimes reported to campus security and/or local law enforcement.  This report will include applicable crimes committed on campus, on public property within or immediately adjacent to campus, and in or onnon-campus buildings or property owned or controlled by the institution or by an officially recognized student organization.

The “Clery Act” crimes to be reported include:

  • Criminal Offenses – criminal homicide, sex offenses, robbery, aggravated assault, burglary, motor vehicle theft, and arson;
  • Hate crimes; Violence Against Women Act (VAWA) Offenses – incidents of domestic violence, dating violence, and stalking; and
  • Arrests and referral for disciplinary action – for weapons, drug abuse violations, and liquor law violations.

Such reports shall be made available as required by federal and state law.

3520 Local Law Enforcement

3520 – Local Law Enforcement

Adopted: 9/18/2019
References:  34 Code of Federal Regulations Part 668.46(b)(4)                              

The Oregon Coast Community College encourages accurate and prompt reporting of all crimes to campus security or the appropriate police agencies.  The President shall establish procedures for College staff to inform crime victims of any procedures to report crimes on a voluntary, confidential basis for inclusion in the annual disclosure of crime statistics.

3540 Sexual and Other Assaults on Campus

3540 – Sexual and Other Assaults on Campus

Adopted: 9/18/2019
20 U.S. Code Section 1092(f);                                                                   
34 Code of Federal Regulations Part 668.46(b) (11);
ORS 350.255

Any sexual assault or physical abuse, including, but not limited to rape as defined by state law, whether committed by an employee, student, or member of the public, that occurs on Oregon Coast Community College property, is a violation of Oregon Coast Community College policies and procedures, and is subject to all applicable punishment, including criminal procedures, and employee or student discipline procedures.  Students, employees, and campus visitors who may be victims of sexual and other assaults shall be treated with dignity and provided comprehensive assistance.

The President shall establish administrative procedures that ensure that students, employees, and campus visitors who are victims of sexual and other assaults receive appropriate information and treatment.  The Oregon Coast Community College will make educational information about preventing sexual violence is widely available on campus.

The procedures shall meet the criteria contained in 34 Code of Federal Regulations Part 668.46 and ORS 350.255.  See also:

3550 Drug Free Environment and Drug Prevention Program

References: 34 Code of Federal Regulations Parts 86.1 et seq.;                               
Drug Free Schools and Communities Act, 20 U.S. Code Section 1145g;
Drug Free Workplace Act of 1988, 41 U.S. Code Section 702

The College shall be free from all drugs. Students and employees may not possess, use, or distribute illicit drugs and alcohol. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the Oregon Coast Community College.

Any student or employee who violates this policy will be subject to disciplinary action (consistent with local, state, or federal law), which may include referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.

The President shall assure that the College distributes annually to each student and employee the information required by the Drug-Free Schools and Communities Act Amendments of 1989 and complies with other requirements of the Act.

There are numerous health risks associated with the use of illicit drugs and the abuse of alcohol, including but not limited to

    • Impairment of brain activity, digestion, and blood circulation; impairment of physiological processes and mental functioning; and, physical and psychological dependence. Such use during pregnancy may cause miscarriage, various birth defects or fetal alcohol syndrome. Additionally, the illicit use of drugs increases the risk of contracting hepatitis, AIDS and other infections. If used excessively, the use of alcohol or drugs singularly or in certain combinations may cause death.

    • Alcohol is a central nervous system depressant that can impair coordination, inhibitions, self-control, memory, judgment, and reflexes. Large quantities may produce staggering, slurred speech, mood changes, unconsciousness and possibly death. Prolonged use can damage many organs of the body including the heart, liver, stomach, and pancreas.
    • Marijuana can increase heart rate, interfere with sexual development, may cause a reduction in male fertility and disrupt the female menstrual cycle. It can increase the risk of disease/damage to the body’s respiratory system, impair eye-hand coordination and other essential functions needed to operate a motor vehicle safely. It can also impair the body’s immune system.

    • Cocaine can cause feelings of depression, inability, impatience and pessimism. It can also cause severe weight loss, anxiety, hallucinations, increased heart rate and blood pressure. Cocaine has caused death by convulsion, failure of the respiratory system, and by heart attack.

    • Certain over-the-counter and prescription drugs can also cause drug tolerance, dependence, and addiction.

    • Interaction between various drugs, legal and illegal, may have serious consequences to the user. Various combinations of drugs may work at cross purposes within the body, and the combined effects of two or more drugs may be more potent than the effect of a single drug.

    • Club drugs such as MDMA (Ecstasy), GHB, LSD, Rohypnol, Ketamine and Methamphetamine can cause serious health problems and possibly death. Many of these drugs are tasteless and odorless. The chemicals, drug sources and pharmacological agents used to manufacture these drugs often vary, making it difficult to determine all of the effects, symptoms and health risks associated with club drugs. Confusion, depression, impaired motor function, amnesia, psychotic behavior, cardiac failure and permanent neurological and organ damage are some known effects associated with the use of these drugs.

    • Alcohol consumption causes a number of marked changes in behavior. Even low doses significantly impair the judgment and coordination required to drive a car safely, increasing the likelihood that the driver will be involved in an accident. Low to moderate
      doses of alcohol also increase the incidence of a variety of aggressive acts, including spouse and child abuse. Moderate to high doses of alcohol cause marked impairments in higher mental functions, severely altering a person’s ability to learn and remember information. Very high doses cause respiratory depression and death. If combined with other depressants of the central nervous system, much lower doses of alcohol will produce the effects described.
    • Repeated use of alcohol can lead to dependence. Sudden cessation of alcohol intake is likely to produce withdrawal symptoms, including severe anxiety, tremors, hallucinations, and convulsions. Alcohol withdrawal can be life-threatening. Long-term consumption of
      large quantities of alcohol, particularly when combined with poor nutrition, can also lead to permanent damage to vital organs such as the brain and the liver.


3560 Alcoholic Beverages

3560 Alcoholic Beverages

Adopted:  9/18/2019
References:  34 Code of Federal Regulations Part 668.46(b); ORS 471.105;                                                           

The President is authorized to enact procedures as appropriate and permitted by law regarding serving alcoholic beverages on campus or at fund-raising events held to benefit non-profit corporations. Alcoholic beverages shall not be served on campus except in accordance with these procedures.


    3715 - Intellectual Property

    3715 – Intellectual Property

    Adopted:  9/18/2019
    17 U.S. Code Sections 101 et seq.;                                                           
    35 U.S. Code Sections 101 et seq.;
    37 Code of Federal Regulations Parts 1.1 et seq.;
    NWCCU Standards 2.A.24 and 2.A.29;
    ORS 341.319

    The President shall develop procedures that define the rights, interests, protection, and transfer of intellectual property created by the Oregon Coast Community College students and employees.

    3720-Computer and Network Use

    3720-Computer and Network Use

    Adopted:  1/15/2020

    References: 17 U.S. Code Sections 101 et seq.;
    NWCCU Standard 2.G.5
    ORS 341.290(4)

    Students, employees, and visitors who use College computers and networks, and the information they contain, and related resources have a responsibility not to abuse those resources and to respect the rights of others.  The President shall establish procedures that provide guidelines to students, employees, and visitors for the appropriate use of information technologies.  The procedures shall include that users must respect software copyrights and licenses, respect the integrity of computer-based information resources, refrain from seeking to gain unauthorized access, and respect the rights of other computer users.


    Oregon Coast Community College